Administrative Assistant Compliance Report

Experience in providing advice on program administration services.
PROVIDING ADVICE ON PROGRAM ADMINISTRATION SERVICES/PROGRAM DELIVERY EXPERIENCE
As an A/Audit and Evaluation officer, a Classification/Research Specialist and currently as Administrative Assistant I apply on a daily basis all relevant requirements of current legislation, directives, policies and practices in the administration of records and information holdings. I am also responsible for providing guidelines and interpretation of the policy to program officers and other employees as requested. This includes advice regarding the security level of a document, the extent to which information can be shared between and across departments to avoid duplication while respecting the

I was asked to provide information on the process and the legal framework to senior management.
Objective: To provide decision makers with the information necessary to approve the transfer.
To achieve this I took the following actions:
- I reviewed applicable Retention and Disposition Authorities, the IM manual and relevant LAC procedures.
- I liaised with IM in HQ and with LAC to determine what paperwork is required and obtain samples.
- I determined the most essential information that needed to be included in order to explain the mechanism, define the legal framework and the responsibilities of the parties involved.
- I ensured this is presented in a clear and logical way without excessive use of specific Records Management terms and acronyms.
Result:
- This information was used for presenting the project and its objectives to the DG of TAG NW.
- It was also incorporated in the presentation of this project to BC

The file classification that has been used for these projects for many years suddenly became redundant. The coding for the projects was also changed from numeric to alpha-numeric. The now obsolete numeric codes were incorporated in the file number. Right after the changes the TRM team approached the classifier designated to work with TAG NW and requested a completely new filing structure to incorporate the new alpha-numeric coding. This is not a good practice for recordkeeping as continuity in the flow of records is disrupted and corporate knowledge is lost.
Discussions at that time ended without resolving the issue. By the time I took on the job of Information and Technical Coordinator for approximately 10 months documentation for the then active TRM projects was being saved under general file numbers. This was creating certain difficulties in locating records in a timely manner and sharing them with other teams. I learned all of that when I was contacted by the Treaty Related Measures (TRM) team with a request to evaluate the current practice of